Administrative Program Assistant at Oregon State University Infrastructure and Operations in Corvallis, Oregon

Job Description:

Oregon State University Facilities Services is hiring for a full time Administrative Program Assistant.  Facilities Services is responsible for constructing, protecting, repairing, maintaining, and preserving the physical facilities and utility systems of the University.

At Facilities Services at Oregon State University, you'll join a supportive, friendly, and close team with a strong commitment to work-life balance. Located in the farmland of the Willamette Valley, between the Oregon Coast and Cascade Mountain ranges, the OSU Corvallis campus is full of historic charm. Working on a campus that is a blend of historic contributing buildings, newer facilities, climate-appropriate landscapes, and over 6,000 trees on 570 acres, Facilities Services employees serve as the stewards of the campus with pride and camaraderie and see the impact of their work on campus every day.

In 2021, Facilities Services moved into a new building, featuring state-of-the-art facilities and ample room for work, tools and supplies. Other benefits to working for Facilities Services at Oregon State University:

• A generous, affordable employee benefits package that includes medical, vision, dental, life, and disability coverage for employees working 1/2 time or more.
• Choice of retirement plans after 6 full months of employment in a qualifying position.
• Significantly reduced tuition rate for staff and qualifying family members, which includes in-person and Ecampus courses. 
• Ample vacation, sick and personal leave time.

This position encompasses the following basic responsibilities:

 Record Keeping & Data Management

• Maintain accurate records of various administrative tasks, including key transactions, inventory, and correspondence.
• Organize and file digitized and paper records and reports efficiently.
• Accurately input information into databases or spreadsheets pertaining to key and access control programs.
• Generate and prepare security-based reports based on collected data. Reports are provided to Department of Public Safety, OSU Auditors Division, Department Heads, and the Key Shop Manager. Reports help to ensure accuracy, safety, and security of the Campus.
• Conduct scheduled key audits as requested.
• Enroll credentials into access control system.

Customer Service:

• Communicate promptly with colleagues, clients, and vendors over email, over the phone, and in-person.
• Communicate with access control vendors to coordinate the work locations and tasks at the direction of the shop manager.
• Draft professional emails, memos, and other written correspondence.

Key Services & Supply Management

• Maintain a log of key issuance.
• May assist with cutting of keys as needed.
• Perform key and card audits. Regularly verify and audit keycards and access credentials.
• Collect and deliver keys as needed to a central location. This will require driving to and from locations across campus.
• Order supplies and tools. Monitor inventory levels and place orders with stores purchasing for office supplies, equipment, and tools.
• Perform inventory control. Keep track of stock and ensure availability of necessary items.

To see the full posting and required qualifications and to apply for this position please visit http://oregonstate.edu/jobs/ Posting # P04730CT Closes April 9, 2024.

OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who share our vision of an inclusive community.